Account Administrator Tools - Position Count

There are a few steps to use Position Count. Select the step below to jump directly to that section of the article. 

• Create a Position Count Table
• Add Jobs Manually
• Use the Download Template to Bulk Upload Jobs
• Import the Position Count Report to Bulk Upload Jobs (for clients with a Personnel Budgeting subscription)

Position Count

The Position Count tool helps you manage Full-Time Equivalent (FTE) data across several fiscal years. This data can then flow directly into your Digital Budget Book. It is designed to meet GFOA’s Distinguished Budget Presentation criteria, replacing the need to create personnel summary tables manually.

All Budget Book customers can use the Position Count tool, even without a Personnel Budgeting subscription. If you use Personnel Budgeting, you can pull FTE data into the tool using the Report Builder. Otherwise, you can enter your data directly. In both cases, the information connects to your Digital Budget Book to automatically populate personnel summary pages.

Create a Position Count Table

1. Select Position Count from the Tools solution in the navigation sidebar. 
2. Select the +Add Position Count button.
3. Give it a Name and choose your Start Year and End Year. Note: GFOA requires three years of history. 
4. Select the Create button. 

Add Jobs Manually

You can add jobs one by one or in bulk. To add a job manually, follow these steps:

1. Select the Add Job button from the Position Count table. 
2. Complete the required fields: 
   • Job Title
   • Job Code
   • Account Number - This will automatically fill in the Fund and Department columns.
3. Select the Save button. 
4. Input FTE information into the fiscal year columns. Note: You can have up to four decimal places. 

Use the Download Template to Bulk Upload Jobs

If you do not have a Personnel Budgeting subscription, you can download a template to bulk import jobs by selecting the Import button at the top of the table. Note: Job Code, Job Title, and Account Number must be unique in the import template. To avoid duplicates, sum the FTE total. 

• Choose the Fiscal Year and whether the values are Actual or Budgeted. Then, download the CSV template.
• Add your FTE values to the template. Once finished, select the Start button.

Upload the completed file and select Submit. Note: The system will alert you if an Account ID is incorrect. Your table will show the summary information ready for your Digital Budget Book.

Import the Position Count Report to Bulk Upload Jobs

Note: This section is for users with a subscription to the Personnel Budgeting module.

If you have a Personnel Budgeting subscription, you can download the Position Count Report to bulk import jobs into the Position Count Tool. This saves time from downloading the template and filling in information. Follow these steps: 

1. Go to your Personnel Budget.
2. Select the Report Builder tab.
3. Select the Position Count Report.
   • Note: Filled Positions and Vacant Positions must have a Position Code to display in the Position Count Report. If your Position Count Report is missing jobs, ensure those employees or vacancies have been assigned a Position Code. Learn how to add and edit Position Codes in bulk with this article.

4. Select the Export button and choose CSV (comma delimited) or Excel. 

5. Return to your Position Count table and select the Import button. Pro Tip: Duplicate tabs to view Personnel Budgeting and Position Count at the same time. 
6. Select the Fiscal Year and Value Type, then select Start button.

Upload the report you downloaded and check that the fields are correct. Note: The system will warn you if an Account ID is invalid. Your summary info will then appear in the table.

Additional Resources

Ready to create a Digital Budget Book? Check out the article: Digital Budget Book - Create a Digital Budget Book. 

Learn how to integrate Personnel Budgeting into an existing Digital Budget Book in the article, Document Building - Edit the Data Sources.